Accept or Reject Subcontractor Invoices for Export to QuickBooks

Objective

To accept or reject a subcontractor invoice that has been sent to the ERP Integrations tool for acceptance by an accounting approver.

After a user sends an invoice to the ERP Integrations tool for accounting acceptance (see Send Subcontractor Invoices to ERP Integrations for Accounting Acceptance) an accounting approver (see What is the Accounting Approver Role?) has the option to 'Accept' or 'Reject' the invoice as follows:

Accept. Accepts the invoice and exports it to QuickBooks® Desktop.
OR
Reject. Rejects the invoice and returns it to the Commitments tool where it can be corrected and then re-sent to the ERP Integrations tool for accounting acceptance. See Resend a Rejected Subcontractor Invoice to ERP Integrations for Accounting Acceptance
Note: If there is at least one (1) invoice in the ERP Integrations tool that's awaiting accounting acceptance, Procore sends an automated email notification to the designated accountant once per day with the subject line 'ERP Integrations Daily Summary.' This notification lists all of items awaiting that person's acceptance.

Required User Permissions:
- 'Standard' or 'Admin' level permission on the ERP Integrations tool.
  AND
- The person's account must be granted the 'Can Push to Accounting' privilege in the Company Directory. The Can Export setting for the Subcontract Invoice sync type must also be enabled. To request to enable this privilege, submit a request to your Procore point of contact. This must be enabled for you by Procore.
Prerequisites:
- The company account must be integrated with QuickBooks® Desktop. See QuickBooks® Desktop: Setup Guide.
- The Commitments tool must be an active tab on the project. See Add and Remove Project Tools.
- The Subcontractor Invoices tool must be enabled in Procore. See Procore + QuickBooks® Desktop: Exporting Procore Invoices to QuickBooks® Desktop.
- The desired invoice(s) must be assigned a retainage cost code. See Configure Advanced Setting: ERP Integrations.
- The desired invoice(s) must be sent to the ERP Integrations tool. See Send Subcontractor Invoices to ERP Integrations for Accounting Acceptance.

Navigate to the company's ERP Integrations tool.
This reveals the QuickBooks® Desktop Integration page.
Click the Subcontractor Invoices tab.
Note: If your web browser is minimized, click the More link and select Subcontractor Invoices from the list.
Under Filter Invoices By, make sure the Ready to Export link is highlighted.
The page that appears lists only the invoices that have been sent to the ERP Integrations tool for accounting acceptance. See Send Subcontractor Invoices to ERP Integrations for Accounting Acceptance.
Continue with one of the following:
- Accept an Invoice
- Reject an Invoice

Choose from these options:
- To select one or more invoices, place a checkmark in the desired boxes.
  OR
- To select all invoices, select the checkbox in the GREY area of the table's header.
Click Export.
This syncs the invoice(s) from Procore with QuickBooks® Desktop. This process typically takes a few minutes.
- If for any reason an invoice fails to export to QuickBooks® Desktop, you can view the failed item(s) by clicking the Failed to Export link in the Views menu in the right pane.
(Optional) To verify that the sync was successful, log into QuickBooks® Desktop and verify that your data appears as expected.

Choose from these options:
- To select one or more invoices, place a checkmark in the desired boxes.
  OR
- To select all invoices, select the checkbox in the GREY area of the table's header.
Enter the reason(s) for rejecting the invoice in the Reason box. Then, click Reject.
The following events occur:
- The system removes the invoice from the ERP Integrations tool and returns it to an editable state in the project's Commitments tool in the Invoices tab.
- The system sends an automated email notification to the user who created the invoice to alert this person of the 'Reject' response.